Cutover

• Regular Staff 
• Regular Faculty 
• Faculty Summer Grant Contracts 
• Faculty Overloads 
• Faculty C1 Summer Contracts 
• Summer Adjuncts 
• Contingent 1 Summer Contracts 
• Contractual Employees 
• Student Workers 

https://usmd.sharepoint.com/sites/MarylandConnect/Shared%20Documents/Forms/AllItems.aspx?ga=1&id=%2Fsites%2FMarylandConnect%2FShared%20Documents%2FGeneral%2FProject%20Management%2FCutover%20Planning%2F02%20FIN%2FFinance%20%2D%20%20Year%20End%20Close&viewid=91e73c5f%2Da676%2D4a32%2D816c%2D9c90536aa5b9

• Hire
  • Create position 
  • Hire  
  • Add job 
  • Add period activity pay 
• Other Pay Impacting Transactions
  • Request compensation changes  (COLA, Merit)
  • Job changes 
  • Terminations 
  • End jobs 

Link:

https://usmd.sharepoint.com/sites/MarylandConnect/Shared%20Documents/Forms/AllItems.aspx?ga=1&id=%2Fsites%2FMarylandConnect%2FShared%20Documents%2FGeneral%2FProject%20Management%2FCutover%20Planning%2FEIB%20Training%2FCatch%2DUp%20Guidance%20On%20A%20Page%2Epng&viewid=91e73c5f%2Da676%2D4a32%2D816c%2D9c90536aa5b9&parent=%2Fsites%2FMarylandConnect%2FShared%20Documents%2FGeneral%2FProject%20Management%2FCutover%20Planning%2FEIB%20Training

June 26th, 2024, is when you can log into Workday

No, data conversion for recruiting workstream is not in scope

No (Recruiting will not have catch up transactions, FYI: HCM workstream will have catch up transactions for new hires/ job changes in Workday).

• June 26th (Reminder: Job Requisitions in your legacy system will not be converted into Workday)
• Central HR roles and HCM Action Initiators can create job requisitions in Workday.

• Internal (Jobs Hub) and the external career site will be published on June 26th (Consideration: This does not mean there are job postings listed, just that the career sites are live)
• The external career site link being published to your university’s website will be dependent on your IT team and the time they determine they can swap out your legacy system site URL with the Workday one. It is highly recommended that this is done on June 26th.

This will be determined by each university. It is recommended that your legacy system careersite stop accepting candidates no later than June 25th.

• This is not recommended and not a best practice as it may cause confusion to candidates and prolong the use of your legacy system.
• Work with your internal IT teams to advertise your legacy system’s URL and Workday’s URL for the career sites. This would mean that you have TWO URLs for candidates to go to and review jobs to apply for.
• Each university will need to reach directly out to the vendors they work with (i.e. higheredjobs.com) to see how the vendor can support scraping either the legacy system site, Workday site, or both.

• Open job requisitions and candidates associated will remain in legacy system and the recruiter will complete the recruitment in the legacy system.
• Work with your current ATS partner and IT team to explore options on how you can export your data from your legacy system and where it can be housed at. This data will NOT be converted into Workday. 

It is recommended that you close the evergreens in legacy system and reopen in Workday as soon as possible. Candidates will NOT be cut over into Workday, however it will be the institution’s responsibility to provide messaging to active candidates on evergreens and you do have the opportuntiy to ask them to reapply to an evergreen through the Workday career site.

HCM workstream is responsible for catch up transactions in Workday on new hires, they will hire them via the catch-up transaction period.

Candidates will be directly hired into Workday using the USM Data Entry rule based Business Processes (i.e. Hire or Change Job). This business process can be triggered by individuals who have security access to: USM Data Entry. Please follow the steps:

▪ 1. In coordination with a Core HR team member, ensure the candidate has not already been hired during the catch up transaction period and exists in the tenant

▪ 2. Submit a support ticket for the HR team member to receive access to the security group: USM Data Entry. (Support Ticket Link: https://app.smartsheet.com/b/form/1c8d8c98e3114811a7ea732f84539720)

▪ 3. Once access has been granted, the individual assigned the security of USM Data Entry is now able to complete the transaction to hire the candidate into Workday. The USM Data Entry business process will trigger (bypassing the direct hire approvals and generated documents).

IMPORTANT: Please DO NOT complete other transactions while security of USM Data Entry is assigned, as this will result in any USM data entry business processes to trigger.

▪ 4. Once the transaction is complete, submit a support ticket to have the USM data entry revoked.

▪ 5. If the candidate will need to complete onboarding within Workday, please trigger manually by navigating to the Worker Profile Related Actions >Job Change >Launch Onboarding

b. Job Requisitions will not be created for hires from your legacy system. Positions can be created by the HR team.

c. EIBs will not be needed to directly hire candidates from your legacy system, as we anticipate that the volume will be low in nature.

d. If the supervisory org is position management, who will create the position for the candidate to be hired into? This is recommended to be HR (centralized).

• At this point your openings should have no postings, if in the event that your contract with the ATS is going to expire and you need to finish the recruitment, please create a job requisition in Workday (it will route for approvals) and you will need to either

1. 1. Post the job and ask the active candidates to re-apply (consideration this does go out to the external career site), or
   2. You can create a job application on behalf of the candidate to finish the recruitment (consideration: they will not complete job application questionnaires, EEO data information, or have a candidate home account created to sign an offer letter).

To transition as quickly as possible to Workday, it is recommended that if a failed search has occurred in your legacy system, you should create a job requisition in Workday (it will route for approval) and repost directly in Workday to start collecting a new pool of candidates.

The onboarding business process will not trigger automatically with the Hire BP (USM Data Entry), however if you would like to trigger onboarding in Workday you can manually launch this. To do this, go to the worker profile related actions> Job Change > Launch Onboarding.